To: Museum System of the University of Florence
Via G. La Pira, 4
50121 FLORENCE
msn(AT)pec.unifi.it or segrmuseo(AT)unifi.it 

REQUEST TO USE THE PREMISES OF THE MUSEUM SYSTEM*
TO BE SENT IN AT LEAST 2 MONTHS BEFORE THE INTENDED USE OF THE ROOM
*for the  STROZZI ROOM please read the request procedure and specific use terms 

Name and Surname of applicant _________________________________________________________
Entity of affiliation _____________________________________________________________________
Street Address _______________________________________________________________________
Town____________________________________________________ area code_____________________
Ph.________________________      e-mail ____________________________________________________
Tax ID Number _____________________ Company number (partita IVA) ___________________________
SDI code (*) ________________________      pec (*) ___________________________________________
	(*) write: NO if you don’t have one	(*) write: NO if you don’t have one
Space requested (room/collection) __________________________________________________________
_______________________________________________________________________________________
Date of your event ____________________________ start time ____________end time _____________
Person in charge of the event ____________________________________________
Description of the event (attach more pages if necessary)
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Number of expected participants ____________________________________
If catering is planned, name and contact of the catering company _________________________________
_______________________________________________________________________________________
Complete invoicing details (if different from above)
Name or company name _________________________________________________________
Address ________________________________________________________________________________
Tax ID n. _________________________           Company number ___________________________ 
SDI code (*) ________________________      pec (*) ___________________________________________
	(*) write: NO if you don’t have one	(*) write: NO if you don’t have one

Regulations for the temporary use of the spaces
Permission for the use of the spaces of the Museum System is granted by the Technical Director following a written request; it provides for full acceptance of the following conditions and can be revoked in case of non-compliance.

1.	The request must be made at least 2 months prior to the date of the event.
2.	The costs are stated in the TARIFF and will be confirmed by our offices with a written quote.
3.	The rental amount must be paid at least 30 days prior to the event and a copy of the bank transfer must be sent by email as per indications in the quote.
4.	The applicant is required to have an adequate third-party liability insurance policy and risk coverage for damage to the space and equipment requested; a copy of the policies must be sent the Management of the Museum System at least 20 days before the event.
5.	The organizers of the initiative are responsible for: setting up and transporting all the materials necessary for the realization of the event, creation and distribution of the relative promotional material, cleaning of the exhibition space and the return of it to the initial conditions.
6.	The name of the Museum System of the University of Florence must be mentioned on all promotional and documentary material produced.
7.	The Museum System cannot be held responsible for theft or damage to the material displayed or used for the event.
8.	The Museum System actively practices environmental sustainability. All those who use the spaces undertake to dispose of and recycle the waste produced using the appropriate containers. 

*Terms of use for the “Strozzi Room”
The Strozzi Room is a room in the Geology and Paleontology section of the University of Florence Museum System. It conserves and displays paleontological collections and can also act as a conference room. Users are therefore invited to pay particular attention.

The Room can be used by the staff of the Museum System, the Department of Earth Sciences and the Main Administration Offices, upon request, by e-mailing segrmuseo@unifi.it (scan the attached form in a single pdf file). In the same way, external institutions can request the use of the room subject to the approval of the Museum Management.

Please notify as soon as possible any changes to the plans. 

The room hosts up to a maximum of 50 people for insurance and safety reasons. The room is equipped with a projector with VGA connection and screen, WI-FI connection, audio system and microphones. The computer is not included in the equipment provided. If disconnected, the cables must be put back in their place at the end of the use of the room. There are no architectural barriers to accessing the Strozzi Room. People with disabilities can access the internal courtyard by car. The courtyard is also equipped with bicycle racks (space beyond the arch at the end on the right) and with a drinking water fountain. 

The key to access the room is kept by the staff on duty at the ticket office of the Museum of Geology and Paleontology. To pick it up, you must do so during the ticket office opening hours, that is:
1 September - 30 June: Tuesday to Sunday, 9 am – 5 pm
1 July – 31 August: Tuesday to Thursday, 9 – 5 pm | Friday to Sunday, 9 am – 1 pm 
Closing days: Mondays, 1 January, Easter, 1 May, 15 August, 25 December 

At the time of handing over the keys, the ticket office staff records the name, contact number and signature of the applicant in the appropriate register.
In case of special needs, it is preferable to obtain the key in the days prior to use. The keys include also the key to the museum's toilets, located on the ground floor. If the use extends beyond the opening hours of the Museum, the toilets must also be closed by the applicant at the end of the use of the Room.

The Strozzi Room is equipped with a heating / ventilation system that cannot be controlled by the user.

At the end of the use, the applicant must promptly return the key to the ticket office staff and, at the same time, sign out on the register. In case the rental use ends after closing time, instruction for after-hours key return will be given.

Please report any malfunction of the equipment provided (heating/ventilation system, projector, power sockets, lights, etc.) or any damage to the display cabinets with a written note to be deposited at the ticket office when the keys are returned. 

In cases where refreshments are allowed and food and drinks are to be brought into the Room, the following rules must be observed for the conservation of collections and for good hygiene standards:
•	refreshments must take place inside the room and not in the entrance hall;
•	serve only finger food or dry pastries;
•	absolutely no equipment for heating food and drinks in the room;
•	the display cabinets must not be used as tabletops under any circumstance: the cabinets’ glass is antique and therefore very fragile and requires the utmost care.
The room must be left in good condition and without replacing the chairs for the final cleaning.

The Museum of Natural History actively deals with environmental sustainability. All those who use the Strozzi Room are invited to reduce the production of waste and to recycle any waste produced, using the appropriate containers at the ground floor entrance.

The applicant accepts in full the above terms and conditions

Date _______________________	Applicant’s signature __________________________________

The applicant authorizes the treatment of personal data according to Art.13 Reg.UE 2016/679 and D.Lgs 196/2003.

Date _______________________	Applicant’s signature __________________________________

Office use only
When required, Authorization by the technical director of the Museum System

INFORMATION REGARDING THE PROCESSING OF PERSONAL DATA (ART. 13 REG.UE 2016/679)

For the purposes envisaged by EU Regulation no. 2016/679 relating to the protection of individuals, with regard to the personal data you have provided and acquired, as well as to the free movement of such data, we inform you that the related processing will be carried out in compliance with the legislation provided for in the aforementioned Regulation and the consequent rights and obligations. On the University website, at https://www.unifi.it/p11500.html, there is a page dedicated to the issue of personal data protection also containing information on the processing of personal data of external collaborators.